Administrative Officer (KA)

Job details

• Job reference: 257979
• Salary: Band 4 (£31,537 - £34,303)
• Job closing date: 11/09/2026
• Job Type: Administrative Services
• Location: Waverley Court
• Employment type: Fixed-term
• Hours Per Week: 36
• Job posted date: 28/08/2026
• Employer (NHS Board): NHS Lothian
• Department: Quality Directorate

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Salary: AFC Band 4

Hours: Full-time, 36 hours per week.

Contract Fixed term – 6 months Base:

Quality Directorate, Waverley Court, Edinburgh.

Please note that the successful candidate will on occasion be required to travel to other sites in Lothian to support events, attend meetings, take minutes or for staff training.

Post Detail:

We are seeking an enthusiastic self-motivated individual to provide an effective comprehensive range of administrative, secretarial and systems support duties for our team and the wider service. The basic duties of this post follow our Band 4 Generic Job Description (attached). This post will provide administrative support to a range of work programmes within the Quality Directorate with responsibility for the following main duties:

• Provide full administrative support to work programmes including arranging internal and external meetings, drafting agendas, taking notes of any meetings, updating relevant documents e.g. project action trackers, Excel dashboards
• Support the production and maintenance of communication matierals such as educational materials, newsletters and intranet pages
• Act as the first point of contact for enquiries from healthcare teams participating in our work programmes
• Manage MS Teams Channels and post relevant communications to stakeholders
• Maintain Financial records and liasie with Finance colleagues to process payments

Work portfolios are subject to regular review depending on the needs of the team.

Experience:

Applicants must have proven advanced administrative and secretarial skills, combined with excellent IT skills - particularly MS Excel & MS Word. Experience of managing and maintaining databases and spreadsheets is also very useful.

The post holder must have a proven ability to organise and coordinate high level meetings. The successful candidate must also have well developed organisational and interpersonal skills with a flexible approach to work. The ability to work well within a small team is also essential.

The post holder must have proven effective communication skills, with a customer service focused approach, in relation to the support function we provide to the wider organisation.

Candidates will be educated to HNC/HND level or have an equivalent level of work experience in a similar role, preferably within the NHS or other similarly large organisation, with evidence of ongoing personal development.

Candidates should provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI), automated tools, or other third-party assistance to generate, draft, or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies. Failure to comply with this requirement may result in your application being withdrawn from the application process.

Join us in making a lasting impact on the quality of care in NHS Lothian!

For further information on what is included in the role and what skills/experience are being looked for, click on the links at the bottom of the screen to the job description and person specification. If after reading this information you have any questions, please contact Sue Perkins, 07852102761

To work in the United Kingdom, there is a legal requirement for an individual to demonstrate that they have the relevant permission to work in the country. This permission is, without exception, granted by the UK Visa and Immigrations Service. Further information on what NHS Scotland Boards are required to do to check this as well as what your responsibilities include can be found in the further information for this vacancy.

Please note: we anticipate a high level of interest in this position and may close the vacancy early once a sufficient amount of applications are received. Therefore, please make sure you complete and submit your application at an early stage.

We will fully support disabled candidates, and candidates with long-term conditions or who are neurodivergent by making reasonable adjustments to our recruitment policy and practices.